How to automate your catalog production: save time and reduce errors (part II)

In the initial part of this article, we explored the management and organization of product data to provide comprehensive, structured information to the catalog automation system. Now, we’ll delve into programming the different elements involved in automatic layout using EasyCatalog for Adobe InDesign, a tool designed to revolutionize catalog production

Table of Contents

  1. Strategies for optimizing catalog production
  2. Inputting catalog information: a critical step in catalog production
  3. Using a PIM for effective product information management
  4. Using a database for product information management: CloudDB
  5. Optimizing data export across multiple channels for efficient catalog production
  6. Advanced automation: template and module creation with EasyCatalog for InDesign
  7. Data import and automated pagination
  8. Final adjustments and artwork creation

6. Advanced automation: template and module creation with EasyCatalog for InDesign

Among the various catalog automation tools, EasyCatalog stands out for its completeness and efficiency. Its name reflects both the ease of use (“Easy”) and its strong specialization in catalog creation and production (“Catalog”). In addition to catalogs, EasyCatalog is ideal for producing brochures, price lists, product sheets, and any printed material that relies on structured data sets as a primary information source.

In catalog production, we define a “module” as a collection of graphical elements like text frames, images, tables, icons, and graphics. EasyCatalog automates the creation and dynamic replication of these modules using source data, enabling rapid and efficient page generation.

Structure of an automated module in EasyCatalog for InDesign
Automated module structure with EasyCatalog for InDesign. The left side of the example shows the module’s internal structure with field markers, while the right side demonstrates its appearance when printed or exported.

Modules in EasyCatalog are categorized by complexity: low, medium, or high. This classification is essential to streamline automation in catalog production and in other printed materials.

a. Low-complexity modules

Low-complexity modules use single fields from one product record, typically requiring minimal or no data manipulation. This direct approach suits homogeneous layouts like price lists or product grids, making these modules ideal for straightforward catalog production. The simplicity of these modules facilitates the creation and production of catalogs and “quick” documents, without the need for complex formulas or transformations.

Regardless of the number of elements, a low complexity module displays the data as it is stored in the source. In this example, only the price field options need to be slightly manipulated to round the decimal places. All other features can be solved with InDesign's own functionality.

In low-complexity modules, data is displayed as stored in the source. Occasionally, basic adjustments (e.g., rounding decimal places) may be applied to meet specific design needs, easily handled within InDesign.

b. Medium-complexity modules

Medium-complexity modules demand moderate data processing prior to insertion. These may require calculations, formulas, or EasyCatalog scripts, such as computing discounts, identifying price ranges, or creating tables of related products. These modules often consolidate data across multiple records, supporting configurations like accessory lists or variant groups for a product.

Automated module of medium complexity. A single module shows information of more than one reference. In this case, the faucet also shows the images and references of the different finishes in which it is marketed, the assembly diagram and a collection of icons associated with certain product features.
Example of medium-complexity module: this faucet display module consolidates references, images, finishes, assembly diagrams, and icons for product features, combining multiple records within a single module.

c. High- or Very-High Complexity Modules

High-complexity modules use advanced EasyCatalog programming, sometimes with LUA scripting, to manage intricate relationships among products and data fields. This level is crucial for technical tables that consolidate multi-source data, frequently used in detailed technical catalogs. LUA scripting supports sophisticated automation, making it feasible to handle substantial data volumes in catalog production efficiently.

EasyCatalog module of high complexity. Many of the cells must be merged automatically, and the space between rows and columns must be distributed. In this table, fields from 48 different references, accessories, properties and finishes are combined.
Example of high-complexity module: This type of module requires automatic merging of multiple cells and precise spacing adjustments between rows and columns. In this table, data fields from 48 distinct product references are integrated, along with associated accessories, properties, and finishes, creating a comprehensive display that requires advanced formatting and synchronization.

Determining module complexity and quantity for your catalog

Catalog production requires defining both the module count and complexity level. Achieving this involves two critical steps:

1. Data Source Analysis (Audit)

This preliminary step assesses the data structure to establish product groupings, required fields, and update methodologies. An audit may suggest implementing a Product Information Management (PIM) system to centralize and maintain data accuracy, a key factor in efficient catalog production.

2. Catalog Report: Module Evaluation

Following the data audit, a catalog report defines the necessary modules and their complexity for automation by analyzing content structure, data grouping, and repetitive patterns. This step ensures seamless integration between the catalog’s design and the data source.

7. Data import and automated pagination

Once you have created the EasyCatalog modules needed to automate your catalog production or brochure, and the InDesign templates with the styles and samples of your choice, the next step is to transfer all the information to one or more InDesign documents. The process of dumping the data in a sequential and organized manner is known as Pagination. Automated pagination—a core EasyCatalog feature—transfers data into the layout, applying modules dynamically based on preset rules.

Mainmethods of automated pagination in EasyCatalog

a. Pagination in the Text Flow with EasyCatalog

One of the most efficient methods for automating pagination in EasyCatalog is pagination in the text flow. In this type of pagination, each of the automated modules is “anchored” in the master text frame of the page, allowing the modules to flow dynamically from one page to another until all the information has been dumped into the document.

Pagination in text flow
Pagination in the text flow. Modules behave like elements anchored in a text frame, and flow freely from one page to another.

Advantages of Pagination in the Text Flow

This method offers a great advantage in terms of flexibility and dynamic updating of the catalog content. If you decide to delete a product or module, the empty space will be automatically filled with the following modules, similar to how it works when deleting a paragraph in a text frame. This makes it easy to update the catalog without the need to manually readjust the layout, which saves time and effort.

Disadvantages of Pagination in the Text Flow

However, this type of pagination has an important limitation: it does not allow you to place modules “free-form” on the page. All modules follow the predefined flow of the text frame, which may restrict layout customization if you need to distribute the elements non-sequentially or outside the fluid structure.

In summary, pagination in the text flow is an ideal solution when looking for automation and flexibility to manage dynamic catalogs, but it is not suitable if a highly customized or non-linear design is required.

b. Pagination in the Positions Specified by the Data with EasyCatalog

Another method of automated pagination in EasyCatalog is pagination at positions specified by the data. With this approach, you must define the exact location of each item on the page, including the page where it will be placed, as well as the X (horizontal) and Y (vertical) coordinates, plus the width and height of each module or product. We strongly recommend the use of Catalog Cloud tools that, in a simple and visual way, will assist the marketing and design departments in the task of making each of the pages.

Pagination in the positions specified by the data
Pagination in the positions specified by the data. It allows great flexibility in the composition, but you must first calculate the exact position and dimensions of each module.

Advantages of Pagination in Specified Positions

The main advantage of this method is the great flexibility it offers, since it allows a free page layout. You can distribute the modules non-sequentially in the document, customizing each page according to the needs of the project. This method is ideal for creative designs or catalogs that require a specific visual presentation. Retail, food or electronic brochures are examples of this type of pagination.

Disadvantages of Pagination in Specified Positions

However, to implement this type of pagination it is necessary to prepare the data very precisely in the data source. You will need to specify exact coordinates and dimensions for each product, which involves working with specific fields in the database. Often, advanced formulas are used to automate part of this process, ensuring that the properties of each item (position, size, etc.) are correctly defined.

Although this method provides full control over the layout of the modules, it may require more preparation time, as the data must be configured with all the necessary properties before proceeding with paging.

c. Pagination in Page Guide Positions with EasyCatalog

Pagination in page guide positions is a method that uses InDesign’s main pages, where a certain number of guides are placed. These guides act as reference points for the precise placement of modules. EasyCatalog uses the intersection of two guides (one horizontal and one vertical) to identify the exact point where each module should be placed on the page.

Guide-based pagination
Guide-based pagination: EasyCatalog will place a module at the intersection between two guides.

Advantages of Pagination with Page Guides

This type of pagination is ideal for maintaining a structured and consistent layout throughout the document, ensuring that modules are placed accurately and uniformly on the pages. It is especially useful when a layout that follows a predefined outline is required, but without the rigidity of text flow.

Flexibility and Control

Although the guides define the positions of the modules, this method allows a certain level of flexibility in the design, since you can customize the master pages according to the type of content or products presented. This gives you a balance between automation and customization, as you do not need to manually specify the exact coordinates for each module, as is the case with other pagination methods.

d. Pagination Using Main Pages with EasyCatalog

Pagination using main pages is a method where each of the modules is placed in a specific position within the main pages of the catalog. In this approach, you must indicate both the main page and the exact position where each module should be placed, which allows EasyCatalog to automatically assign the corresponding data to each record in the correct position.

Pagination using master pages
Pagination using main pages. The modules are placed directly on the main page, and are populated with the data from the data source in the order established by the page layout.

Advantages of Pagination with Master Pages

This method provides great precision and control over the layout of the modules in the catalog, ensuring that each element is placed on the correct page and in the desired location. It is especially useful for projects that require a structured and consistent layout, where the arrangement of products or information must follow a pre-established pattern across the pages.

Design Flexibility

By using master pages, you can create a base design scheme and replicate it in different sections of the catalog. EasyCatalog automatically populates the pages with the data corresponding to each product or record, reducing manual design time and optimizing the catalog automation process.

e. Pagination Using InDesign Templates with EasyCatalog

The pagination method using InDesign templates is an efficient and fully automated solution that allows EasyCatalog to generate complete documents without the need for manual intervention. This approach is especially ideal for the creation of individual product sheets in PDF format.

How does Pagination work with InDesign Templates?

First, you must create an InDesign template in which the different modules that EasyCatalog will use when dumping data will be placed. These modules will be integrated into the template, defining the design and layout of the elements. Once the template is configured, you only have to select the records you want to paginate from the EasyCatalog data panel. From this selection, EasyCatalog will automatically generate the individual PDF documents and store them in the location you determine.

Advantages of Using Templates

This method allows the creation of product sheets or multi-page documents without any additional user intervention, resulting in significant time savings. In addition, it ensures consistency in design, as all documents generated will follow the same format predefined in the template.

Process automation is perfect for those who need to generate large quantities of PDF documents quickly and accurately, eliminating the need to design each product sheet manually.

8. Final adjustments and artwork creation

The end result of this catalog production process is a special InDesign document linked to the EasyCatalog data panel. Much of the content, such as text and images, will be directly synchronized with the data source. Text and image fields are distinguished by colored brackets that indicate the update status of the data. These brackets are called field markers, and are green when the information displayed in the document matches the field data stored in the data pane, and red when they do not match.

InDesign document with dynamic fields generated by EasyCatalog. The green color indicates that the information displayed in the document is the same as that in the data source.
InDesign document with dynamic fields generated by EasyCatalog. The green color indicates that the information displayed in the document is the same as that in the data source.

In the catalog production process, there are two main reasons why data can get out of sync with the source and therefore be displayed in red:

  1. Updating the data source: This is the most common reason. After updating the data panel, it is sufficient to synchronize the document again to obtain the latest version of the data. The process is fast and automatic.
  2. Manually modifying text in the InDesign document: If you manually edit the content inserted by EasyCatalog, your data will no longer match the data source. When the data source type supports bidirectional synchronization, such as PIM Sales Layer or an ODBC connection to a database, you can choose to update the data source from the information in the InDesign document.

Index automation and interactive content

EasyCatalog allows global actions such as the automatic generation of indexes by brand, by price, by product name or by product families, as well as tables of contents. These indexes can be interactive, that is, they allow inserting hyperlinks pointing to the corresponding pages of the document, facilitating the creation of interactive PDF catalogs or digital brochures with enhanced navigation.

The rest of the steps you must follow to obtain a high quality final document are the same as those used in a conventional catalog production workflow: widows and orphans management, manual line breaks, image size and resolution adjustment, color and font management, margins and bleeds, etc.

Conclusion

We hope you found this article helpful in understanding how automation improves your catalog production processes and streamlines the creation of marketing materials such as catalogs, brochures, product sheets and price lists. As you have seen, the keys are twofold: proper management of your product information, and automation of the InDesign document production process.

If you would like us to evaluate your project or give you a free demonstration of the results you could obtain with the automation of your documents, please contact us through our contact form. We will be happy to assist you and we are sure to find an ideal solution for your workflow.

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